Sweat the Small Stuff: Leave No Stone Unturned in Meeting Planning

I cannot begin to tell you the many instances in which I have set out the day of an event thinking I had laid the foundation for the most seamless and meticulously planned out event of my professional life. Sadly, what I can begin to tell you is just how many times this thinking has proven true - and that is not many, my friends, not many at all.

It's no wonder with all of the stresses involved in booking venues, auditioning caterers and managing a budget that the tiny aspects we tend to take for granted in an office setting would go unnoticed. Because I am a wounded victim of not sweating the small stuff, I have compiled a list that I go by whenever I am faced with planning a large event or meeting, just to be certain that all of the T's have been crossed....oh yeah, and those I's dotted too. See what I mean?

Prepare for the Worst

It is best to assume that no one has done anything to assist you in preparing for a meeting or event. One of the worst things you could do is to assume that venues will have necessary items like pens, silverware for food items, napkins, or anything of the sort for you to utilize. In drafting the outline for your meeting, generate "sub-lists" of all items that will be needed to successfully execute each component of the meeting. In doing so, you are less likely to forget small, yet crucial elements. Your sub-lists will serve as a checklist the day before the meeting or event.

Assume Responsibility and Delegate

I'm not suggesting that you run out to your local supply store to purchase all of these items to have on hand should a crisis arise. It is not your responsibility to purchase a lot of un-needed flatware if your venue will most likely have it available for you to utilize. It is your responsibility, however, to contact the venue or any representatives to ensure they have all materials you will need and that they will be set up ahead of time. If given enough time, most venues will exhaust all efforts in meeting each of your requests.

I would plan to visit the venue the day before to be 100% certain that the delegated duties have been performed to your satisfaction. Of course, if you are hosting the event elsewhere, picking up these items may become your responsibility. You will know which duties you can delegate and which you will have to take on. Just be certain you write out your list of necessities and be obsessive about running over the list and checking items off.

Notorious Forgotten "No-Brainers"

A condensed list of items that I have either been witness to frazzled presenters leaving behind or that have been my oversight:

• Enough pens/pencils for all attendees
• Nametags
• Your business cards
• Your business card holder - they don't look as pretty scattered on a skirted table (believe me, I've tried).
• Chairs - especially if it is an expo type of event. Standing at a booth all day is no fun.
• Extra paper for attendees
• Copies of meeting/event itinerary
• Literature pieces
• Napkins/Linens
• Tape, scissors, etc... - general office supplies
• Jump drive, disc or CD that pertinent information is saved on
• Your portfolio, day planner, palm pilot, etc...
• Door prize(s) - advertising a drawing and failing to bring the prize is a real embarrassment
• Your bulleted note cards
• Your meeting agenda/outline

Forgetting even the tiniest of aspects of an event or meeting can cause frustration for the presenter, attendees and venue representatives, among others. By checking your list an obscene amount of times and ensuring you have the assistance of others to count on for such items, you can be certain you will be planning a meeting likely to be carried out with seamless success.